How to create seamless workflow

December 08, 2008

Have you given much thought to your workflow processes? This is an area that many entrepreneurs neglect - and that's very dangerous. The trouble is that as long as the work gets done, that's all that matters. We only pay attention if things slip through the cracks, a delivery isn't fulfilled or a customer does not get what they want. Then we want to see where the weak link is in the chain.

However, even if there isn't anything apparently wrong, you should still analyse your workflow to ensure it's operating efficiently. Otherwise, your team may be doubling up on work or undertaking unnecessary repetitive tasks. They could be operating in separate silos, unaware there may be a more efficient way to achieve the same goal.

It's worthwhile doing an audit of every step of each process in your business. Are there ways this workflow can be improved?

Are you letting your software go to waste?I'm seeing an increasing amount of duplication when it comes to technology. For example, an order comes in via fax. Someone enters the details into an Excel spreadsheet detailing all orders for the day. This forms part of a daily total which is then entered into another Excel spreadsheet or Word document to form part of a weekly/monthly report. Someone creates a graph of the weekly/monthly report for a staff meeting.

This might sound familiar to you. The trouble is that I often see the manual input of data at each step of the process. But this can be avoided if your data is linked and your related documents (including graphs and weekly reports) can be updated automatically when the source data is added or changed. This avoids various versions floating around where you are unsure about whether the most up to date figures have been used.

Is your head in the sand?The trouble is that as long the final product is created, we often don't think about the (sometimes very inefficient) workflow required to get there. As long as you keep your head in the sand, your staff will be wasting time, the productivity of your business won't be optimised and you'll be missing out of opportunities to pursue more revenue-generating work because you're not using technology to its full potential.

The first step to combat this is to ensure that your staff have been upskilled in the software they use. The reality is that many people learn the basics of the software they need to use but this is often only utilising a fraction of what it can do. Short courses can provide them with valuable tools that can change the way they work.

I have watched some people work on the computer and been shocked at the circuitous routes they have undertaken to achieve certain results. These people were not slackers or time-wasters. They were doing their job in the best way they knew how. The problem was that they didn't know the software shortcuts to make their work easier.

You might not be interested in upskilling in software. But if you truly want your support staff to give you their best, consider whether they could benefit from further training.

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Recent comments

Peng E. Teoh

December 11, 2008

05:37 PM

This can save the Government and the Public a Lot of Money. Centrelink thrives on Burecracy. That is understanable. Try volunteering to scan an original and email to the desttination office. No you are not allowed. You either have to fax or you have to go to the nearest Office, wait in line, someone has to photocopy the bundle, stamp it has been received, couriered ....... Makes you think what the difference is?

Robin

December 10, 2008

07:17 PM

Organisation and methods have been of interest to me for years. I've spent years improving systems and processes. I have a fetish for it and I'm a pedant, which helps.

I've encouraged employers and clients to step through processes to see what is happening and how things might be streamlined. And then improved.

Unfortunately, most people seem to compartmentalise processes so that everyone beavers away on their little bit oblivious to what the big picture looks like.

Spending a few dollars on analysing processes can be an excellent investment for most firms and is usually an eyeopener for managers.

After 30 years either directly in, or close to, the I.T. industry, I still see companies big and small making silly decisions on silly criteria and suffering in a big way forevermore!

Too many people buy software then have to fit their business to the system. Even worse, when the software vendor decides to do an 'upgrade' the cost of complying in time and $$ can be crippling - or at least can have the user so burdened with system issues, rather than market performance issues, that precious market share is lost and never regained.

To have a system that serves its master, its essential to -

1) accurately identify the key outcomes needed for the business to thrive THEN only consider sofware that complies, and

2) be absolutely certain of your ongoing costs and security of service and support.

Otherwise, pray and keep all fingers and toes firmly crossed!

Grant Hymam
www.salescentral.com.au/automation.php

Louise Woodbury

December 08, 2008

03:35 PM

In writing our second book, 'The Invisible Entrepreneur', we have conducted a great deal of research on business workflow processes in small business. As a result, we discovered that to get the maximum benefit from workflow processes, the business owner must have a clear focus as to what outcomes they are seeking.

The workflow processes must have three specific focuses.

These are:

1. Your personal focus

2. The focus for the business

3. The focus for each of the departments

For example, if your personal focus is to take three months off, then the workflow processes for your business must be aligned with that. However, if you want to build the company to provide you with healthy dividends, the focus for the business and your department would be very different from the earlier focus.

We advocate to our clients to get very clear as to their focus before implementing workflow processes. Otherwise, you'd be creating unnecessary work load for minimum return.

Recently I watched my wife as she did some typing for me, on my laptop.

We both use PCs alot and we're both mousers (as opposed I guess to keyboard shortcut users). So much so that I have suffered RSI as a result and had to change hands and buttons to overcome the injury while still being able to work.

I have set all links and folders to underline/single click to open (like using links in a browser), but there she was double clicking everything.

I pointed it out to her and now she single clicks where appropriate, but I know so many folks out there who use computers every day and still double click links.

Might not seem like a big issue until you begin to count the number of times you click things over the course of a day.

So, one step is to enable single clicking on your PC thus:

Start/Control Panel/Folder Options/General...then at the bottom of the general tab, you will see the option to single click to open. Also select the option to underline the item so that you get into the habit of single clicking when anything has an underline.

Hope that helps some of your readers.

all the best. e

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When posting comments on our blogs, you agree to be bound by our terms and conditions.
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